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Monash University CC News

Committee Meeting 4, 2003

By Shelley Wilson



Meeting Number Four for the season 2003/04
Date & Time of Meeting: 30 September 2003 at 7:06pm
Meeting Venue: Ramler Room, MONSU, Caulfield

1. Preamble
Committee present:
Shelley Wilson President, chair
Stephen Pearson Secretary
Belinda Browne Vice President
Don Baulch MCA delegate
Megan Rourke Member without portfolio
Vanessa Henderson Equipment Manager
Angie Dickson Events Manager
Akshay Atri Member without portfolio (arrived 7:16pm)
Tracy Widdows Treasurer (arrived 7:31pm)

Others present:
Michael Josem Clubs Coordinator (from 8:17pm to 8:32pm)

Apologies:
Kelly Morris VWCA delegate

2. Minutes of Previous Meeting
The Minutes of the Meeting Number Three held on 10 September 2003 were presented for acceptance, without amendments.
MOTION: ‘That the minutes of the meeting held on 10 September 2003 be accepted’.
Moved: Vanessa Henderson
Seconded: Megan Rourke
CARRIED: Yes

3. President’s Report
SW reported that she is preparing a large calendar of fixtures and functions to be placed on the clubroom noticeboard. When she figures out how to format it to fit on one page, it will be put up for all to see and plan around.
SW has prepared a list of fixtures for both ECR grounds to pass on to South Side Cricket Club in order to resolve any possible clashes in advance.
Work is well underway on the membership kits, which should be ready for distribution to players by the weekend. The kits will include:
­ MGCC membership form
­ MONSU associate membership form
­ Club rules
­ Training rules
­ Safety policy
­ Contact list for committee, coaches and captains (with pictures?)
­ Price list of available club merchandise (with pictures?)
­ Information about why non-student members should join MONSU, including gym price list and discount personal training offer (to be confirmed, see 18 below)
­ A Willowfest flyer, including a call for expressions of interest (as a player and as an organiser)
­ A welcome letter, including a blurb about the Gryphons website, the new Social Membership category, and players’ entitlement to a practice ball when they pay up
­ Information on the Under 21 Mercantile representative side
­ Information on Results Vault
­ Maps of Fawkner Park and other venues that are difficult to find
­ Club Function/Events information
­ Player survey (perhaps)
­ Frostbites offer and card
­ Rebel Sport Club Rebate Scheme information and card
­ Something from the Racecourse Hotel (perhaps)
­ A business card (see15 below)

4. Sponsorship
SP advised that the cheque for $291.73 had been received from Rebel Sport and would be banked shortly (by TW).
AD reported that she is still to follow up with the Racecourse Hotel.
SW reported that she was still waiting for a reply regarding the outstanding money from the C&S raffle ticket sales.

5. Association Meetings Attended
5.1. VWCA (Kelly Morris, reported via email prior to the meeting)
We need to send our fixtures to the council so they can book other events around our matches (SP has since done this)
Captains will need to fill in a ground report with the umpires before
the commencement of each match. This is with regard to water
restrictions.
The deadline for ordering long pants through the VWCA has now passed.
5.2. MCA (Don Baulch)
The invoice for ground hire, results vault and balls for the first half of the season has been issued ($3110.00)
The draw for A and C grade has been revised slightly (round 8 is now a one-day match of 110 overs)
For grounds in the City of Melbourne (ie Fawkner Park), captains are to complete a pitch and ground report in conjunction with the umpire(s) prior to each match. This is with regard to water restrictions.
Alec Khan is to provide a fax number so that Rob Passante can forward results (Rob does not have internet access to use results vault) – DB to follow up.
Regarding public liability, Manningham reserve #2 now has a playground that is a dangerous position, so captains must warn playground users. Also, captains playing on Fawkner Park must warn people on paths of the danger.
Captains were reminded again that spikes are not to be worn when walking on the pitch covers.
Each club will require a metal mallet for driving pegs into the covers.
From mid-season, each club will need to supply its own match balls from a private source (MCA is no longer bulk-purchasing them).
It was reinforced that home teams are to supply afternoon tea.
A code of conduct statement was issued and signed by each captain (in this case, Rob P and DB, as delegate).
Bill Ellimore, umpire’s advisor, gave a talk and advised that umpires may come to clubs’ practice session to get their own practice.
Umpire’s reports are now also to be submitted via Results Vault.
Under 21 players may apply to be in the MCA representative side (flyer provided).
MOTION: ‘That the club pay $3110 to MCA for ground hire, balls and results vault levies’.
Moved: Shelley Wilson
Seconded: Angie Dickson
CARRIED: Yes
5.3. SD&CCL
This meeting is being held tonight, with Andrew Taylor representing MGCC. A report will follow later.
6. Water Restrictions Discussion
SP has been contacted by GECC and advised that they will not be using a pre-match ground reporting system (as per MCA, see 5.2 above), but will continue with their old system.
The question was put forward as to what we can do about ECR #2 (the new turf is dead and water restrictions mean that sprinklers can not be used, except on turf pitches, which must only be watered by hand)
SW reported that KM had previously mentioned raising the pitch condition with the VWCA, who may be able to influence GECC (SW to follow up).

7. Treasurer’s Report and 2003/2004 Budget
TW apologised for being unavailable lately due to work commitments and thanked the committee for their tolerance and support, in particular SP and BB for their work on the budget.
The draft budget was circulated and discussed in detail, in particular the membership rates for 2003/2004, as detailed below:
Monash Student $35
Other Tertiary Student/Unemployed $35 (+ MONSU affiliation)
Full-time Employed $45 (+ MONSU affiliation)
Secondary Student $25 (+ MONSU affiliation)
Social Member (New Category) $15
KM had suggested via email that all rates be increased by $5 this season. However SW disagreed on the grounds that they had increased last season, but could be reviewed for 2004/2005.
In relation to the Social Membership, it was proposed that all future functions would have a Members and a Non-Members entry rate, and that Social Members would pay the reduced entry rate.
It was agreed that we would NOT this season be collecting affiliation fees on behalf of MONSU, as the administration was proving too cumbersome.
It was agreed that the cut off date for payment of membership dues would be Sunday 9th November 2003 and that players not paid up by this date would risk not being selected.
MOTION: ‘That the membership structure remain unchanged from the previous season, but will include a ‘Social Member’ category at $15’.
Moved: Shelley Wilson
Seconded: Tracy Widdows
CARRIED: Yes
TW informed the committee that function income figures on the draft budget had been amended to include ‘Member’ and ‘Non-Member’ rates.
TW added that the cost of practice balls is also included in the budget.
VH is to check the current inventory of balls and source additional stock as necessary.
TW and MR are to audit the existing first aid kits (3) and replace consumable items, as well as purchasing a further kit to replace that which is missing.
VH to purchase sunscreen for each kit, in line with the club safety policies.
MOTION: ‘That the budget for 2003/2004 (as amended) be passed’.
Moved: Vanessa Henderson
Seconded: Don Baulch
CARRIED: Yes
8. Outstanding Accounts
There is currently only one outstanding account, being for Greg Chappel Cricket Centre (for bat repairs) $127.50. This invoice has previously been minuted and TW will raise a cheque requisition for payment.
9. Safety Policies
The policy, (as attached), was presented by MR and accepted by all members, with the provision that it include an opening statement to the effect that this is an evolving document and open for discussion with Megan Rourke.

10. Key Allocations
The club currently has 2 keys for the ECR clubrooms, with a possible third key forthcoming. Discussion followed as to who should be the holders of the keys. It was decided that for the time being, Steve Pearson and Craig Robinson would hold keys, with the third key going to Rob Passante, if and when we receive it.
SW suggested that these people be responsible for passing keys to captains as required for match days, with an explanation about the importance of security and an understanding that the key will be returned to the lender when no longer needed.

11. Rules of the Club
VH read through the club’s Training, Selection and Match Rules in turn, and discussion followed.
It was agreed that all references to the year/season be removed and replaced by a footnote including the ‘last updated’ date.
Several clauses were deleted and a much shortened version (viewable at http://www22.brinkster.com/gryphons/club/clubrules.asp) resulted, which SP will upload to the website and SW will include in the Membership kits.

12. Merchandise
BB reported that we have no stock of baseball caps remaining.
DB informed the committee that Rob Passante has placed an order for 15 royal blue baseball style caps, embroidered with the club logo for $10.90 each (ready for pickup on 3 October).
Rob has also purchased 10 white broad brimmed hats for $54 and obtained a quote for embroidery (@ $6.55 each).
MOTION: ‘That the club reimburse Rob Passante $283 for purchase and embroidery of caps and hats’.
Moved: Vanessa Henderson
Seconded: Megan Rourke
CARRIED: Yes
Discussion followed about how much the club should charge members for these items and it was agreed that both should sell for $15 each.
Rob has also sourced knitted cricket vests with royal blue bands for $55 each. Embroidery will cost $6.55 each, if we decide to do this, and it was agreed that the club could sell these to members for $65 each (although SP noted that Rob had previously offered to donate the jumpers so that they could be sold for a heavily reduced price).
It was agreed that SP would advise Rob to purchase 5 vests in various sizes for players to try on, and that we would place an order when numbers and sizes are known, and get them all embroidered at the same time later on.
BB pointed out that the existing merchandise stocks (playing shirts) are now only available in larger sizes. It was agreed that BB would look into supplementing the existing stock with more in the smaller sizes.

13. Coaching Appointments
Rob Passante’s contract has now been signed.
Craig Robinson’s contract is still outstanding – SP to follow up this weekend.
Both contracts then need to go to Frank Interrigi at MONSU (when he returns from University Games).

14. Annual Statement by Public Officer
SW advised that she had followed this up with Frank Interrigi, who advised that Jim Poussard is looking after the Statements for all clubs. Although Frank had advised that we could disregard the form, SW to send it to Jim P for reference.

15. Business Cards
AD reported that a draft of the cards had been provided to her but she did not have it with her. SW added that she had seen it and it was acceptable (with the slight amendment from ‘Ave.’ to ‘Avenue’ and a consistent font throughout). AD to place an order with her contact for a print run of 200, which may cost a slab of beer.

16. Website discussion
DB asked that all committee members start contributing to website content (news items, what’s happening etc.) He said we should use the admin page or, if not comfortable, send text and/or suggestions to SP/DB for uploading.
DB reinforced that the website is our major recruiting tool and it needs to look as though it is constantly changing in order for people to keep coming back to it.
It was suggested that we could add a ‘How to Join’ page, including downloadable membership forms (SW to email pdf files to SP)

17. Melbourne Tooronga Recruiting
KM had advised during the week that the VWCA would not give out details of Melbourne Tooronga players, but would be willing to pass on a flyer or letter from us. SW/KM to follow through.

18. Personal Training offer
SP advised that he had been contacted by Purag Bhatia at the Caulfield Fitness Centre (otherwise incorrectly known as the MONSU gym) with a special offer to our members of a 45-60 minute shared* session with a personal trainer for $15 (*based on two people at a time). Some conditions apply (that is, must be during non-peak hours – after 7pm and on weekends).
Committee members had many questions, such as the possibility of group sessions, wether there was a limit to the number of times you could take up the offer, and does the offer have an expiry date?
SP to follow up and clarify the offer in writing so that a flyer can be placed in the Membership kits if appropriate. However, in general it was agreed that the offer costs the club nothing so was therefore worthwhile.
19. Women’s Uniform
SW raised a concern about what the Women’s First XI would be wearing this weekend and whether or not the available players all had long pants. It was decided to take the discussion off line (SW to follow up with Karen Taylor and SP to include a reminder in the selection email).
20. 1%er Award
A discussion was held about the future of the 1%er Award. It was agreed that having the entire team vote each match was too cumbersome to administer, and that captains should approach the umpire at the beginning of the match to vote. In the event of there being 2 umpires, they should consult and vote together. In the event of there being no umpire, the opposing captain would be asked to vote.
There was some feeling that umpires might be inclined to vote on a ‘best and fairest’ basis, so AD undertook to write a short blurb about the philosophy behind the award, to include on the voting slips.
21. Date of Next Meeting
Date & Time of next meeting: Monday 27th October 2003 at 7:00pm
Place of next meeting: ECR Clubrooms

Meeting closed at: 10:06pm


Attachments
1. Important Dates:
· Saturday 4 October, Season Starts
· Monday 27 October, Committee Meeting
· Friday 31 October, Monash University Semester 2 ends
· October – Curry Night
· October – MCA Ground Fees and Ball Fees for first half of season due
· October – VWCA Executive Committee Meeting
· 3 to 28 November – Monash University Exams
· Monday 24 November, Committee Meeting
· Thursday 27 November, VWCA Council Meeting
· November – MGCC Women’s BBQ at ECR
· November – MGCC Trivia Night
· November - ECR Advisory Committee Meeting at ECR Hall (GECC)
· November – VWCA Executive Committee Meeting
· November – VWCA Council Meeting
· Monday 8 December, SD&CCL Delegates Meeting
· Monday 15 December, Committee Meeting
· 15 to 19 December, VWCA U15 Championships
· December – MGCC Christmas Party
· December – MCA Delegates Meeting at Carnegie CC
· December – MCA Ground Fees and Ball Fees for second half of season due
· December – VWCA Executive Committee Meeting
· 27 to 30 December, Willowfest
· Wednesday 31 December, VWCA Fixtures and Levies Fees due

Stay tuned for 2004 dates!


2. Amended Safety Policy

Monash Gryphons Cricket Club Health & Safety Guidelines

The Monash Gryphons Cricket Club encourages the safe enjoyment of playing cricket by all members. Some specific areas that players should be aware of are: being sunsmart, smoking, alcohol practices and safe playing matches. Some guidelines the club would like members to follow are:

Sunsmart
Ø Apply 30+ sunscreen on all open skin before play
Ø Re-apply as necessary throughout the day
Ø Wear an appropriate hat – cricket cap or wide brimmed hat
Ø Wear a shirt with a collar – preferably long sleeve

Smoking
No Smoking:
Ø Whilst actively playing, training and undertaking square leg duties
Ø Whilst performing scoring duties
Ø No smoking on the playing field at all
Ø Inside club rooms and any unventilated area

Awareness of others (at least 3 metres away from non-smokers)
Ø During afternoon tea (or around any food)
Ø Around anyone actively training or participating in a game
Ø Around doorways
Ø At social functions
Ø If someone asks you

Alcohol Consumption
Ø Alcohol to be consumed only by those over the age of 18
Ø Peer pressure is not to be used on members or visitors of the club
Ø No alcohol to be consumed by a player or official prior to or during a scheduled training session or game

Safe Playing Conditions
Ø Proper protective gear should be used at all training’s and games
Ø An unfit or injured player should not take the field
Ø Stretches and warm-ups should be performed prior to taking the field
Ø Stretches and warm-downs should be performed after taking the field
Ø Commonsense and the safety of others should prevail
Ø First-aid kits should be available at all games and at training sessions
Ø All injuries that occur during scheduled training sessions and matches should be reported to a member of the committee within 24 hours and an incident report form completed by the captain or coach


Please note that this is an evolving policy. Your safety whilst training and playing cricket is our primary concern – if you have any questions, concerns or suggestions, please contact Megan Rourke on 0411 966251.